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Time Approval Portfolio and Project Management

A PLM Consulting Solution Public

Time Approval The PPM Consulting Solution “Approval Dashboard” streamlines the process of time recording verification. The solution allows a project manager to either approve or decline selected time recordings.

The Approval Dashboard displays recorded times of business partners who are assigned to projects the user is responsible for. Furthermore, other important information such as the role the business partner is staffed on, assigned tasks, project name, status of booking and already booked time can be displayed.

Time Approval

Our Service

An implementation-ready Solution

Implementation of the Solution

Documentation of the Solution

6 Months of Bug fixing

Optional Online Scoping Session and/or Presentation at Customer

© 2015 SAP SE or an SAP affiliate company. All rights reserved. 4 Public

Time Approval Functionality Overview

Selection of business partners, projects, roles, tasks and statuses

List view of recorded times (using standard ALV technology)

Approving and declining of time recordings; field to enter reason for declining

HTML E-Mail to business partner after declining time recordings

Integration with SAP CATS or other customer developed solutions


Time Approval Process in Standard (CATS)

1. The employee is staffed to a role

2. Time records are reported to WBS elements, using the cat2 transaction

3. After the records are released for approval, the line manager can decide whether to approve or decline the recorded times.


Time Approval Process in Standard (ESS)

1. The SAP PPM business partner is staffed to a role 2. Time records are reported to the project, using the WebDynpro ESS 3. After the records are released for approval, the line manager has to access the

backend to approve the recordings The process and backend functionalities are not optimized to this scenario as they have not originally been designed for SAP PPM.


Time Approval Process with Approval Dashboard

3. After the recorded times are released for approval, the project manager uses

the Approval Dashboard to get a clear overview of the times to be approved. As Approval Dashboard is fully integrated with SAP PPM he can use selection criteria to cluster the times he needs to approve.

4. If time recordings are declined by the responsible project manager, an email is generated automatically to inform the business partner about the reason for the decline.


Time Approval Solution Integration Scenarios

With sophisticated time recording, the customer has the advantage to have full control over who enters which effort, and therefore can introduce a real time approval and monitoring process.


Time Approval Standard Selection Screen

The responsible project manager can select different modes of display: All time records to be approved Only the time records of a certain project Time records for a certain project member or Time records in a given time frame


Time Approval Extended Selection Screen

The “Extended Selection” allows the user to further specify the selection by adding additional attributes: Task Role WBS element Status (specific time record status)


Time Approval Search Help for Selection Criteria

Search helps can be used to fill the selection criteria as in SAP GUI

Only relevant objects are displayed allowing for a less time consuming selection.

For example, if the user is not authorized to see the time records on a certain project, the project does not appear in the search help.


Time Approval Authorization object in PPM project

Approval authorizations can be set for projects, phases and for tasks (customizable). It is possible to allow either only to view the recorded times (TimeRead) or to view and approve them (TimeAppr).

The authorizations can be assigned to users, user groups, HR-organizational units and roles. This authorization is treated like any other ACO authorization.


Time Approval User Variants in Approval Dashboard

Create preset selection criteria and settings Via “Load”, “Save” and “Delete Variant”, the user can create and change

reporting variants, as in other SAP GUI applications.


Time Approval Results in Approval Dashboard

Depending on the selection, the system comes up with a resulting table The staffing the user is responsible for approving is displayed for each task Sums are highlighted and show how much time the selected business partner

has recorded in sum.


Time Approval Additional Information in Result Table

Together with the needed attributes, the approval dashboard provides you with: The overall recorded time on this role or task The overall approved time on this role or task The left time on this role or task (task/role effort - approved time)


Time Approval Approve Times

After approving the selected records they are shown in status “Approved”. This status cannot be changed (the approval and decline buttons disappear).


Time Approval Decline Times

After declining time recordings, a popup appears allowing the user to enter a reason for declining

After entering a reason, the selection is displayed in status “Approval Rejected” along with the reason entered.


Time Approval Actually Saving Time Approvals & Declines

Up to this point all decisions are stored only in the internal buffer

To write the approvals/declines to the database, the “Save” button is used

In case of wrong entries, changes can be discarded using the “Undo” button.


Time Approval Emails are being sent for declined Times

For declined time recordings an HTML email is generated and sent to the

responsible business partner

The responsible business partner is asked to correct his records or get in

contact with the approver

The email contains links to the SAP PPM projects, tasks and roles.


Time Approval Integration to Project Management

The approval dashboard is offered as additional tab strip in SAP Project Management and can be launched from there.

Further possibilities would be: Started from the NWBC Used as standalone WebDynpro application


Time Approval Integration to Project Management on Task Level within a Project

possible to display the recorded times directly for a certain project, task,

phase or role within SAP PPM depending on customizing

additional tab is shown for the project element, directly displaying the

records for this project element and its sub elements

Approval is also possible there, but saving of the changes is done via the

usual SAP PPM save button.


Time Approval Generic Integration Approach to other Time Sheet Applications

generic interface for assigning a Time Sheet application

Included with this

consulting solution is an integration with SAP CATS and an alternate scenario for non CATS customers

All integrations can

run in parallel, differentiated by the project type.

Approval Dashboard

SAP CATS

Alternative Scenario

(next slide)

Others


Time Approval Alternative Time Recording Integration without using SAP CATS

The user does not record the time via CATS, but sets it directly in PPM

Effort changes are recorded by the alternate integration and written to a

customer table

The time of the change is taken as the working date, the user as the

working business partner

The responsible approver can display these recordings in the approval

dashboard and approve or decline


Time Approval PPM-Based Approval Functionality for Time Records

The Consulting Solution “Time Approval” streamlines the process of time recording verification. The solution allows a project manager to either approve or decline selected time recordings.

Business Challenges

You seek to have time approval functionality for project managers

You want to be able to check on time records from external employees

You strive to have a general overview on time records per project

You only have limited project resources

Ensure correct billing from external partners

Ensure correct usage of project budget

Slim and robust time approval process

Reduce administrative time

Cost reduction through efficient processes

Selection of business partners, projects, roles, tasks and statuses

List view of recorded times (using standard ALV technology)

Approving and declining of time recordings; field to enter reason for declining

HTML e-mail to business partner after declining time recordings

Integration with SAP CATS or other customer developed solutions

Key Features

Business Benefits

Availability, Technical Details

Available for SAP PPM 6.0 and SAP PPM 5.0

Delivery via transport

Distributed ERP systems are supported

Complete documentation of all development objects

Contact

SAP Note: 1238739

SAP Service No.: 50109202, Enhancement Services for SAP PPM

Contact: [email protected]

Related Services List of Open Points Periodic Status Management PowerPoint Export Risk Management Time Recording

mailto:[email protected]

© 2015 SAP SE or an SAP affiliate company. All rights reserved.

Contact Information

Tobias Gläser

SAP Deutschland AG & Co. KG Hasso-Plattner-Ring 7 69190 Walldorf, Germany

M +49 160 908 23181 [email protected]

SAP Portfolio and Project Management Consulting

mailto:[email protected]


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